Finance Forum
November 2007

November’s Finance Forum was held Thursday, November 15 and Friday, November 16.

Jayne Sorel, Accounts Payable, presented on Travel Reimbursements (AACP Module 1.0). A few highlights of Jayne’s presentation include:

• JMU will reimburse individuals traveling on official University business for reasonable and necessary expenses incurred.
• The University relies on the honesty and integrity of its travelers to prevent excessive travel payments. Any falsification of payments is fraud and will be treated as such.
• Prudent judgment must be used when making travel arrangements.
• Keep in mind that all University travel expenditures are open to the test of public review.
• The Travel Authorization Form (TA) must be completed when travel is going to be overnight and expected to exceed $500.
• A separate TA must be used for each trip unless it is a blanket TA that has been preapproved to be used for small dollar, multiple, and recurring trips.
• Travelers may use the services of a JMU contracted travel agency: Travel Counselors Inc. or Carlson Wagonlit Travel.
• Any online purchases must be done on a secure website (https:// ..note the "s" or a padlock is found near the address bar).
• Travelers must follow lodging for in state and out of state cities, as listed on Accounts Payable’s website.
• Registration fees or other travel related expenses can not be paid before 90 days of the start of the trip. Any exception requests can be sent to Sharon Rodgers, Director of Accounts Payable, in the form of an email attachment. (Final approval must come from Department of Accounts in Richmond).
• Before payments can be made to a vendor, the vendor’s W-9 must be on file with the University. Those who have access to the PeopleSoft Finance System can login and view if a W-9 date is on file. (Jayne’s presentation included steps to look this information up in PeopleSoft).
• For a traveler to receive maximum mileage reimbursement, the round trip must be 300 miles or less. (Travelers can not submit a reimbursement for the maximum rate if the trip was over 300 miles but only asking for reimbursement under 300 miles!)
• Travelers do not get reimbursement for both gas and mileage.
• The Fly America Act mandates that all foreign air travel funded with federal dollars (i.e. grants and contracts) must be on a US flag air carrier. This excludes state funded budgets. JMU’s contracted travel agencies can be contacted for specifics with this Act.
• Travelers must use tourist or coach seats when flying. When warranted, the President may grant permission for business class travel. First class may never be used!
• Travelers must submit original receipts, boarding passes, documentation of travel, appropriate signatures, etc. to Accounts Payable for reimbursement within 30 days. Beyond 30 days requires a memo to Accounts Payable stating why the deadline was missed.
• Travel reimbursements must be put on a Travel Reimbursement Form, not an Accounting Voucher.
• Check Accounts Payable’s website for a partial list of non-reimbursable expenses, including babysitting, health club facilities, movies, etc.
• Check Accounts Payable’s website often for changes in mileage rates or updates procedures/guidelines.

Jayne can be contacted at x88019 or sorelij@jmu.edu.

Announcements:

    • The next Finance Forum will be January 17, 2008 in the nTelos Room in ISAT 259 at 10 am and January 22, 2007 in Transitions in Warren Hall at 10 am. Accounts Payable will present Payable Processing (AACP 1.1), Prompt Pay (1.2), Travel for Recruitment of Applicants (1.3), and Small Purchase and Travel Credit Cards (1.5).

    • To be included on the Finance Forum ListServ to receive the monthly handouts, please contact Shannon Huffman at: 8.7908 or huffmasc.